#SPC14 #SPC270 @RHarbridge From Here To Here #SPC14 #SPC270 @RHarbridge

When should we use SharePoint out-of-the-box, add third-party apps or build custom solutions? Richard HarbridgePartner Technology StrategistMicrosoft

SPC270

#SPC14 #SPC270 @RHarbridge


My Name Is:Richard Harbridge

My Twitter ID:@RHARBRIDGE

Microsoft SharePoint Certifications

10

6000+ Personal Connections On LinkedIn

Partner Technology Strategist

With Microsoft

Presented

180+Sessions Or Workshops In The Past 4 Years



From Here To Here

Our Goal Today…



What Are The Big Takeaways?



They enable your organization to get the most out of your SharePoint investments.



Understand SharePoint, your technology, the ecosystem and the process.



SharePoint is easy to extend and leverage. Integrating and knowing when is key.



With clear needs and the right questions you can select the right tool.


Why Do Solutions Matter?

Enable your organization to get the most out of your SharePoint investments.

WE ALL WANT TO BE BETTER THAN AVERAGE…

Many organizations are successful, but what about those really successful cases?

Solu

tions

SOLUTIONS SHOULD BE RAPIDLY DEPLOYED & EASY TO UPDATE!

Do you have the ability to provide solutions and ‘applications’ fast enough?

SOLUTIONS SHOULD BE AVAILABLE ANYWHERE AT ANY TIME!

Remote workers should have a great experience and access to solutions.

2005 2013

SOLUTIONS SHOULD WORK ON ANY DEVICE!

Solutions should work on many devices (BYOD) and many form factors.

SOLUTIONS SHOULD MEET TODAY’S DEMANDS!

What about tomorrows demands? Are you ready for those?

THAT MEANS YOU SHOULD LEVERAGE THE LATEST & GREATEST…

It will be more and more challenging to meet expectations on legacy technology!


From Here To Here

The Outcome…SharePoint Solutions are the best way to generate additional value from your SharePoint investments.


From Here To Here

What To Watch Out For…Those solutions need to be rapidly deployed, adopted, and available anywhere and on any device.



They enable your organization to get the most out of your SharePoint investments.





Pros & Cons To Build vs BuyB

uy Pros Cons

Often covers most of the requirements

Less flexibility and control

Vendor does enhancements/upgrades

Dependence on vendor delivery

Lower total cost of ownership Locked in on cost and interoperability

Bu

ild Pros Cons

Addresses your requirements best

Dependent on internal expertise/effort

Full control and flexibility Higher risk of poor documentation

Control over costs No economies of scale, higher costs

Not So Simple!


• Dynamics CRM• Dynamics ERP

• Dynamics AX• Dynamics GP• Dynamics NAV• Dynamics SL

Exchange

Lync

Map the needs of the organization to the right technology…

SharePoint has multiple options…

Online

On Site

Foundation

Standard

EnterpriseEnterprise

Standard

2010

2013Foundation

It’s Big Ecosystem…

“Worldwide more than 3.4 million developers work with SharePoint & Office.”

“Well over 4,000 partners in the SharePoint ecosystem.”

“There are over 1,000 products since SP2003 – there are at least 1,000 new products in development now.”

SharePoint Is Part Of An Overall Enterprise Technology Plan


uy Pros Cons






Bu

ild Pros Cons





Not So Simple! It’s A Process!


Do We Understand The Busines

s Problem & Our

Needs?

Do We Have The

Capability To Solve?

Reuse

Capability

To Solve

Simple Assessment Framework

Reuse Capability To Solve


Sort Of Simple Assessment Framework

Something Out There That

Matches Our Need?

Will We Achieve

The Capability Faster Through Purchas

e?

Compare

Development

Costs To Purchase Costs

Do We Understand The Busines

s Problem & Our

Needs?

Do We Have The

Capability To Solve?

Reuse

Capability

To SolveWill We Achieve

The Capability Faster Through

Purchase?

Compare Development

Costs To Purchase Costs


Not So Simple Assessment Framework

Are Ther

e Pieces

That Can Be

Purchased?

Is There A

Hybrid/Co

-Develope

d Opportunity?

How complex are the

interfaces? Is

it manageable?

Does it meet

our security

needs?

Is the solution scalable?

Does it meet our security

needs?

Is the solution

scalable?

The build or buy debate isn’t just between when to build or buy.

It’s about how you build, and how you buy.


The Outcome…

From Here To Here

You need to understand what you have and what’s available and re-evaluate constantly.


Each build vs buy decision should be evaluated even when it appears self-evident.

From Here To Here

What To Watch Out For…








How Do We Build On SharePoint?

User Driven IT DrivenLow

Complexity

Higher Complex

ity & Cost




Complexity

Higher Complex

ity & Cost


SharePoint and ITThe Main Point of Implementing SharePoint: SharePoint eventually allows Business

Users to develop and implement business solutions that use technology without IT’s direct involvement.

Enable Solutions


Users Build Apps


Users Build Lists To Solve Problems • To Replace Excel

Spreadsheets

• To Track Complex Input From Multiple People

• To Centralize Storage and Retrieval of Content

• To Provide Validation, Easy To Use Online Forms

• To Reduce Duplication of Effort




Complexity

Higher Complex

ity & Cost


SharePoint and ITSecondary (But Important) Points: SharePoint’s integration with

technologies you already use and it’s extendibility are invaluable.

When I Say “SharePoint Integration” You Probably Think

Of This...

Exchange

Lync


When Not To Use SharePoint? If you are building a solution on SharePoint

it must leverage/benefit from being built on SharePoint.

If an Office App can do the job better and closer to where the user works.

If the data should not be stored in SharePoint.

When there is a better fit to purpose. (Examples: CRM, ERP, Azure)


Data

Cloud Services

BusinessApplications

Files

Cloud Services

BusinessApplications

Files

LOB ApplicationBrowser ServiceApplication

The Value Of The Office App








Database Tables vs SharePoint ListsThe top discussion points I often hear…• Hybrid Solutions - It doesn’t have to be an

either/or.• Complex Relationships – Many to Many =

Database. • Edit in datasheet – Access Services in 2013 can

do this bulk processing too – but has better scale.• Workflows – Access Services in 2013 also has

Macros which is effective for basic scenarios.• Search – You can index external data too!• Ease Of Use - Excel makes reporting accessible

for end users regardless of where the data is stored.








SharePoint is not a Silver Bullet…

SharePoint is not a Silver Bullet at NothingButSharePoint.com

https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-is-not-a-Silver-Bullet.aspx

https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-is-not-a-Silver-Bullet.aspx










Complexity

Higher Complex

ity & Cost


What Will We Use To Build?End User Power User Casual

DeveloperFull Time Developer

Web UI Yes Yes Yes Yes

SharePoint Designer Yes Yes Yes

Access Services Yes Yes Yes Yes

InfoPath Yes Yes Yes

NAPA Yes Yes

Visual Studio / Lightswitch Yes Yes


What’s Required For The App?Easy To Improve?

Works Across Devices?

Available Anywhere?

Easy To Deploy?

Developer Skills Required?

SharePoint OOTB “App” Yes Yes Online Yes

SharePoint App Yes Yes Online Yes Yes

Office App Yes Yes Online* Yes Yes

Access Services Yes Yes Online Yes

Search Driven App Yes Yes Online Yes

InfoPath Form Yes Yes Yes

*Could be available offline based on how it’s built.


The Outcome…

From Here To Here

SharePoint is a platform that makes it easy to extend and leverage for business challenges.


Sometimes it can be easier to start simple with a more basic solution to validate/identify needs. From Here

To Here









Understanding The Question Process

Baseline Questions

Open Questions

Probing Questions

Closed Questions

clarify or commit.

confirm you’ve understood.Confirmation Questions

……………………….………

……………………….


There Is A Reason This Looks Similar


How Do We Buy 3rd Party Products?

Identify Our Needs

Are There Practical

Options OOTB?

What Type Of Product Would

Meet Our Needs?

What Vendor Should We Use?

How Do We Compare?


Let’s Discuss A ScenarioSharePoint Migration

SharePoint Permissions

SharePoint Social

SharePoint Workflow


Buying The Right Migration Tool…

Identify Our Needs

Are There Practical Options

OOTB?


Meet Our Needs?


How Do We Compare?


Scenario: Migrating To Office 365Migration Process

Prep

arati

onAs

sess

men

tM

igra

tion

Testi

ng/

Valid

ation

Post

Mig

ratio

n

For Office 365 Migrations

Analyze Existing Content

(Location, Quantity, Solutions)

Determine Migration Priority

Create New Site(s) In Office 365

Validate Content Based On Content

Map/Schedule

Launch New Site (w/ Training)

Assess Office 365 Environment

Identify Source Content To Be

Migrated

Determine Ownership Of

Content

Clean Up Content/Content Refresh

Prepare Office 365 EnvironmentDefine Content Map

Owner Review Of Content (Training

Opportunity)

Migrate Content Based On Map/

Schedule

Define Migration Schedule

Approved

Delete Source Content That Has

Been Migrated

Set Source Content To Read Only Review Feedback

Resolve Issues

Plan Launch Efforts



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?


No Practical Option OOTB



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?


What Type Of Migration Tool Do We Need?

•Often licensed by user. •Typically lower cost.•Requires manual ‘orchestration’ or management.•Doesn’t support scheduling, or scripting.

Power User

•Often licensed by time period or size of content being migrated. •Typically a scaled cost where larger migrations cost more.•Supports scheduling, or scripting. •Often includes comparison or reporting/assessments.

IT Pro



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?


What Vendor Should We Use?• What version is the product? • How mature is the product?

• How mature is the product’s supporting ecosystem and vendors? • How extensible and customizable is the product? • How user friendly and usable is the product?

• How does the product handle exceptions? • For whom is the UI designed?

• How difficult is it to manage and administer the product? • How do you update the product? • How complex is the installation and how complex are the dependencies?• Does it support automation? (Can you batch script or automate

administrative tasks?) • Who else is using the tool?

• What is their experience of the tool like? • Do they have similar needs?

• Product Applicability (Based On Product Proof Of Concepts/Demonstrations)• Detailed Price Proposals (Including Estimates for Integration Costs, Support, and

Training)



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?


How Do We Compare The Tools?What Questions Should We Ask?

Key Migration Steps

Administrators UsersPl

anni

ng P

hase

Identify Source Content To Be

Migrated

Clean Up!Delete Unnecessary Source Content &

Versions

Do You Know What Content Is

Out There?

Does Source Content Need To

Move?

Is Source Structure

Important?

Do You Need To Maintain Historic

Metadata?

Does Content In Source Need To

Be Deleted?

Will Content Remain In Source?

Do You Have A Defined New Taxonomy/Structure?

User Driven Clean Up? Or Admin Driven

Clean Up?

Work With Users To Understand ContentNo

Yes

Clean Up!Delete Unnecessary Source Content &

Versions

Admin Driven

Yes

Index The Content & Define Appropriate

Result Sources, Pages & Verticals

No

NoCan This Content

Be Marked As Read Only?

Set Source Content As Read Only

Move & Validate Source Content – If Valid Delete Source

Content After Migration

User Driven

Yes

YesYes

Determine Who Owns Content

Review Source Structure With Users/Owners

YesNo

Map New Taxonomy/Structure To Source Structure

YesNo

Review New Structure & Validate With Users/Owners

Review Field Types/Metadata That Must

Be MaintainedYes

No

Move & Validate Source Content – If Valid Delete Source

Content After Migration

No

Work With Users To Migrate/Adjust

References So It Can Be Migrated

No

(Meaning It Can’t Be Indexed Instead)

(Is The Folder Structure Important?)

(Decommissioning of Hardware?)

(Tied To Other Internal Tools)

(Ensure Tool(s) Support This)

Portal Solutions Migration Decisions Whitepaper w/ All Of Questions We Should Ask…

http://www.portalsolutions.net/WhatWeKnow/Documents/Tough_Migration_Decisions_Whitepaper_March_2013.pdf

http://www.portalsolutions.net/WhatWeKnow/Documents/Tough_Migration_Decisions_Whitepaper_March_2013.pdf



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?



Identify Our Needs


OOTB?


Meet Our Needs?


How Do We Compare?

Additional Resources


Microsoft PinPoint!


SharePointReviews.com

http://www.sharepointreviews.com/


Office Store (Apps for SharePoint)

http://office.microsoft.com/en-us/store/apps-for-sharepoint-FX102804987.aspx


Analysts, Customers & Consultants


Vendor Whitepapers/Content

Many vendors are not always biased, and often even when biased highlight important decision criteria/questions.


The Outcome…

From Here To Here



The hardest part of selecting the right third party tool is having the right questions.

From Here To Here









Enable your organization to get the most out of your SharePoint investments.











From Here To Here

Our Goal Today…



Thank YouOrganizers, Sponsors and You for Making this Possible.

Twitter: @RHarbridge Blog: http://www.RHarbridge.comEmail: [email protected]:

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© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.



uy Pros Cons






Bu

ild Pros Cons






Risks To Build Vs Buy


Additional ScenariosSharePoint Permissions

SharePoint Social

SharePoint Workflow


What Permissions Tool Do We Use?

•Often licensed by server or by user. •Typically lower cost.•Focused on end user driven interaction/scenarios.•Doesn’t support scheduling, or scripting.

Power User

•Often licensed in a bundle with Governance functionality. •Typically a higher cost based on additional functionality.•Often supports scheduling, or scripting. •Often includes comparison or reporting/assessments.

IT Pro


How Do We Compare The Tools?What Questions Should We Ask?

Needs QuestionsWhile a resource like the migration one doesn’t always exist for this (and many other purchase decisions) you should always ask questions that validate/clarify needs.



SharePoint Social

SharePoint Workflow


Social SharePoint Options

When are people going beyond SharePoint for Social Functionality?

Extending

Complimenting

Supplementing

Replacing

Ignoring/Locking Down

How To Lock Down SharePoint’s Social Features

http://www.rharbridge.com/?p=595

http://www.rharbridge.com/?p=633



SharePoint Social

SharePoint Workflow


SharePoint Workflow Options

How Do You Get On The Latest Quickly?

CONSIDER SHAREPOINT ONLINE…

An excellent way to provide easier sharing & anywhere, anytime access

CONSIDER AZURE…

SharePoint internet sites, development & test environments in Azure

WE CAN DRIVE BETTER RESULTS…

You might not be leveraging everything Microsoft can provide

ExchangeLync

SOLUTIONS NEED TO: - Be rapidly deployed & adopted. - Be available anywhere & anytime. - Be available on any device. - Meet expectations for today & tomorrow.

More solutions that leverage SharePoint = More out of your SharePoint investment.